Manual Credits should only be used in exceptional circumstance. In the ideal world they should only be created by the finance team. can be used to add Marketing contributions, partial refunds, or to write off small amounts of debt - typically bank fees - although please note bank fees can be written off using an 'adjustment' in the Receipts screen.
Please refer to your Finance team to confirm when manual credits can be used in your organisation.
Manual credits once created can be used in the Receipt or Payment screen to cross allocate against other Invoices.
Not all staff will have access system permission to creating create a manual credit. If you need require access please contact your systems administratorSystems Administrator.
In general manual Credits credits should not be used for the creation of credits that are directly related to a single enrolment. These should be processed through the student account as a change to the enrolment. In exceptional circumstance a manual credit can be used to write off small debts on a student or agent accountto reverse finance that has been generated by an Enrolment. To reverse finance generated by an Enrolment, please use the Enrolment screen to cancel Bookings which will automatically reverse finance (and will also cancel Bookings and Placements as needed).
Notes
Not all services are set up for manual
invoicingcrediting. if the service code you need is not available from the drop down list, please contact your
systems administratorSystems Administrator.
When posted the manual credit will create finance records and spread the income
in the same way as the changing a student booking. so it is vital the information is entered correctly.according to the start and end dates assigned.
You cannot part create a manual credit, there is no temporary save option, once it is completed and saved
the income is posted.If a mistake is made andthe credit
noteis posted
, please see finance immediately, they will have to create an invoice to balance the credit off and then do the correct invoice again.
Care should be taken with this process !
Before starting the credit you will need to gather the below information.
Course, accommodation, transfer and sundry service codes.
The total price for each of the above.
Any agent, student or company name if required.
Any commission or discount percent to apply to an agent.
The
dueposting/reference date of the
invoicecredit.
The
dates the bookingsdate spread start and end if you are applying a credit to resolve an issue with a booking and cannot do it through the enrolment screen.
Typical credit notes for Bank Fee write offs will use a 'Bank Fee' Service. It is important the correct 'Service' is used for the finance to be posted correctly in the right finance nominals for finance. Please check with your Finance Department if you are unsure.
Step-by-step guide
To create the credit open the student, agent or company record you wish to assign the credit to.
Click on ‘View finance’
Click on ‘Manual Invoice Credit’.Note: You may note the ‘post invoice’ button on the screen, this will change to ‘Post credit note’ if the sum of the transactions is below zero’.
There are two steps to this process.
Firstly we create Create the Credit ‘header’.
If there is a related agent, student or company that will be impacted by this change, add their details
Enter the posting date, generally the date of creating the credit. Tip – Clicking on ‘today’s’ date which is shown next to the enter date window will put today’s date into the box.
Enter the ‘due date’
...
this is used in the Aged Debt reporting
Enter in a meaningful description for the credit. For example ‘Credit for a booking for Phil’s company 2016 group made in error’
Secondly we create Create the credit note line items.
...
It is VERY important to note that the start and end dates are critical in how the income is created date spread in Schoolworks. When a booking is put on in the normal manner through the student account and enrolment process the start and end date entered for courses, or calculated for accommodation and transfers is used to spread the income for that course across the full range of dates. This process needs to be replicated here to ensure the invoiced amount is removed from the correct period.
Click on ‘Add Service’.
Select the service –
...
it is recommended this is completed in the same order as
...
a normal booking
...
(For example
...
; course followed by accommodation, arrival transfer, departure transfer and then sundry items
...
)
Enter the start and end dates. (For transfers the start and end date will be the same as the transfer only happens on one day.
...
Add arrival and departure transfers individually).
Enter a description – this will be the line that appears on the invoice. So make it meaningful. For instance, ‘Phil invoice error’.
Enter the quantity.
...
Enter the unit of sale. (Usually set to QTY (each) in the manual credit process.
Enter the unit amount as a positive. This will calculate the total amount and display it in the total amount box – double check the calculated amount it is a negative
...
.
If you need to do an agent commission, enter the percentage here.
The other boxes can remain as they are.
I have completed Please see an example below.
When finished, click on ‘Save’. This will return you to the header page and display the line totals as they accumulate. Double check the amount is a negative.
You may also note the ‘post invoice’ button has now changed to ‘post credit note’
Repeat the above for the other services.
Once you have completed all the transaction lines, and have checked the amounts and dates are correct, click on ‘Post ‘Post credit note’note’.Done!